Operations and admin
Write a standard operating procedure
Captures how a task is done so staff and rotating volunteers can follow it.
Lower risk: public info only — Leave out passwords, account numbers and personal data.
Please note: This site is only a guide to help people understand. Consult your IT, security and/or privacy department for clarification.
Before you start, gather
Write [DESCRIPTION OF STEPS] from what the person who does [TASK NAME] really does, ideally while watching them once, and name the real [ROLE] who can answer questions. Leave out passwords.
Starter prompt
Write a standard operating procedure for [TASK NAME] at [ORGANIZATION NAME], where staff are few and volunteers rotate often. Here is how we do it now: [DESCRIPTION OF STEPS]. Do not invent tools, approvals or deadlines I did not mention; write CHECK THIS STEP instead of guessing. Format with purpose, who is responsible, tools needed, numbered steps, common mistakes, and who to ask for help: [ROLE].
Paste the prompt into your AI tool first, then replace the placeholders with your own details. Don't use real names of clients or donors.
Open an AI tool
You are leaving this guide. Copy the prompt first, then open a tool. The link goes to the website of the company named on each link, in a new tab. That company's terms and privacy policy apply there. Paste the prompt in, then replace the placeholders with your own details. Don't enter real names or confidential details.
- Open Claude (Anthropic) (opens Anthropic's website in a new tab)
Anthropic documents pre-filled links only for the Claude Desktop app, not for the website, so copy the prompt and paste it in.
- Open ChatGPT (OpenAI) (opens OpenAI's website in a new tab)
OpenAI does not document a link that pre-fills a prompt, so copy the prompt and paste it in.
- Open Gemini (Google) (opens Google's website in a new tab)
Google does not document a link that pre-fills a prompt, so copy the prompt and paste it in.
- Open Grok (SpaceXAI) (opens SpaceXAI's website in a new tab)
SpaceXAI (the company behind Grok) does not document a link that pre-fills a prompt, so copy the prompt and paste it in.
- Open Amazon Bedrock (hosts Llama; needs an AWS account) (opens Amazon Web Services' website in a new tab)
Llama has no chat website of its own, and Meta's own assistant (Meta AI) now runs on a different Meta model. One host is Amazon Bedrock: sign in to AWS, open a playground, and paste the prompt.
- Open Microsoft Copilot (Microsoft) (opens Microsoft's website in a new tab)
Microsoft documents no link that pre-fills a prompt, so copy the prompt and paste it in. The Copilot page shows a Sign in button, and you may need to sign in.
- Open Perplexity (Perplexity AI) (opens Perplexity AI's website in a new tab)
Perplexity documents no link that pre-fills a prompt, so copy the prompt and paste it in.
- Open Mistral Le Chat (Mistral AI) (opens Mistral AI's website in a new tab)
Mistral renamed Le Chat to Vibe, at the same web address. Mistral documents no link that pre-fills a prompt, so copy the prompt and paste it in.
- Givebutter (Givebutter): no website to open from here. Givebutter Magic works inside a Givebutter account; there is no public chat page.
- Grantable (Grantable): no website to open from here. Grantable's AI works inside a Grantable account; there is no public chat page.
Check the result
Have someone who has never done the task follow it and note where they get stuck.
What it might get wrong
Steps the real process skips or runs in a different order, a form or system your team does not use, and a common mistake invented rather than one your volunteers have actually made.